Provide comprehensive operational and logistical project management for our two major annual user conferences, Pantheon and Ignite.
Manage the end-to-end logistics and project execution for 200+ breakout sessions across both user conferences.
Develop, implement, and maintain a robust project management system to track content deliverables, speaker deadlines, and specific session needs.
Coordinate with internal stakeholders and external speakers to ensure content is finalized, presentations are submitted on time, and speakers are fully prepped for their sessions.
Serve as the primary logistics lead for the content tracks, ensuring smooth room turnovers and resolving issues in real-time.
Manage the full procurement lifecycle for all major event vendors, ensuring contracts are processed and executed in alignment with company policies.
Process, track, and meticulously reconcile all vendor invoices and payments related to the conferences, maintaining organized financial records for the Events Manager.
Serve as the primary logistical liaison between the events team and the creative/design team for all hotel and venue branding efforts.
Develop and maintain a master package manifest, tracking all inbound and outbound shipments for both conferences.

5+ years of direct experience in event management, specifically focusing on operational logistics and content track management for large-scale user conferences of 5,000+ attendees
Demonstrable expertise in managing highly complex, multi-faceted projects with numerous dependencies (e.g., 200+ concurrent session logistics)
Proficiency with project management tools is required.
Proven ability to manage a high volume of vendor invoices, track expenses, and navigate corporate procurement processes accurately.
Exceptional written and verbal communication skills, with the ability to manage external vendor and internal creative team expectations.
Meticulous attention to detail and a disciplined approach to managing multiple, complex tasks simultaneously under tight deadlines.
Self-motivated and confident in taking ownership of critical operational responsibilities within a fast-paced environment.
Willingness to travel to and provide comprehensive on-site support for both Pantheon and Ignite.

Events Senior Specialist – Contractor

Key skills